What is an institutional repository?
A university-based institutional repository is a set of
services that a university offers to the members of its
community for the management and dissemination of
digital materials created by the institution and its
community members.
It is most essentially an organizational commitment to
the stewardship of these digital materials, including
long-term preservation where appropriate, as well as
organization and access or distribution.
Clifford Lynch, Executive Director
Coalition for Networked Information
Building an Institutional
Repository
Sarah L. Shreeves
September 24, 2007
Illinois
Digital
Environment for
Access to
Learning and
Scholarship
© 2007, IDEALS
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What is IDEALS?
Illinois Digital Environment for Access to Learning and Scholarship
Institutional repository for the scholarship and
research in digital form of the faculty, students, and
staff of the University of Illinois at UrbanaChampaign. Supported by the Office of the Provost,
CITES and the University Library.
• Dissemination
• Preservation
• Persistent and reliable access
http://ideals.uiuc.edu/
Benefits for our faculty, students,
and staff?

Increased dissemination of research

Persistent URLs

Preservation
Promotion of research

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Full text searching of textual material
Control over copyright
What is in scope for IDEALS?

Services

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Preservation
Facilitating deposit of materials through
consulting, training, and batch loading
Consultation around copyright issues and
IDEALS
Providing as many access and dissemination
points as possible for deposited material
Providing additional services for end users and
depositors as appropriate
What type of materials?
• Published research and scholarship
• Unpublished research and scholarship in a
‘final’ state
• In the future: digital art, complex data sets….
Publications
Presentations
Grey literature
Pre-prints
Raw and processed research data
Management & organization of digital output
Journal articles,
books, etc
by faculty
Theses /
Dissertations
Manuscripts
Some
scholarly
web sites
What’s out of scope?

Collections

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Administrative/electronic records
Everyday curriculum material
Published material where publisher policy does not allow
deposit
Services

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E-Portfolio for students
Journal publishing
Digitization of materials
Shared collaborative space for groups
Roles in a digital repository?

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Project manager
Collections specialists
Programmer / Technology specialists
Metadata specialists
Digitization specialists
Legal specialists
Public relations specialists
Why should the library be
responsible?



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Expertise in large scale collection
management, description, and access
Usually have a preservation component
Long term commitment
Is the library’s mission!
But…

Library should partner with others when
needed



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Libraries
ICT units
Consortia
Granting agencies
Demo of IDEALS

Production site: http://ideals.uiuc.edu/

Test site: http://loki.grainger.uiuc.edu/ideals/
Why Now for IDEALS?

Management & organization of digital output

Influence direction of scholarly communication

Open Access

Preservation of digital output

Dissemination of scholarship and research

See original proposal at:
http://www.ideals.uiuc.edu/handle/2142/3
Influence Direction of Scholarly
Communication

Educate faculty on copyright issues

IDEALS highly encourages open access to
deposited material

Funders beginning to mandate open access to
research

Provides multiple dissemination routes
The Fundamental Issue

Scholarly Literature is Different from
Commercial Publication


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Not written for direct compensation
Freely given to publishers
Research and writing are supported through
public funds
Access is intended to be as wide as possible
(from Trends in Scholarly Communications” by Richard Fyffe)
Barriers to Broad Access



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High Costs
Restrictive Licensing Terms
Slow Speed of Publication
Too Much Information
(From “Trends in Scholarly Communications” by Richard Fyffe)
High Costs


Erosion of Subscription-based Access to
Journals
Decline in Book Purchases and Erosion of
Scholarly Monograph Publishing
(From “Trends in Scholarly Communications” by Richard Fyffe)
Current Model of Scholarly Communications
The Academy
Published
Research
is a
Contribution
The Commercial
Publisher
Published
Research
is a
Commodity
From “Anatomy of a Crisis: Dysfunction in the Scholarly Communications System” by Lee C. Van Orsdel
Restrictive Licenses


Contract Terms Supersede Copyright Law
and “Fair Use.”
Contracts May (and Do) Restrict:




Who may use the journal
Permissible uses or kinds of research
Classroom use
Scholarly sharing
(From “Trends in Scholarly Communications” by Richard Fyffe)
Author Rights

Typically copyright is transferred from the author to
the publisher

An author can request to keep copyright, but no
guarantee that publisher will grant it

Author addendums retain certain rights but not full
copyright. See Hirtle at
http://www.dlib.org/dlib/november06/hirtle/11hirtle.html
Open Access

“free availability of the results of research
mainly in the form of scholarly articles”


“Open Access Publishing: A developing country view” Papin-Ramcharan
and Dawe in First Monday (http://www.firstmonday.org/)
Two roads:
Open access journals
 Archiving (self, institutional, discipline)

Open Access Journals

With internet access, articles are free to read,
download, copy, distribute, and print

Can also have a print fee-based version

Costs of journal (including access and
dissemination) paid for by author side fees
(sometimes supplied by author, institution,
granting agency) or by sponsorship
Issues with OA Journals

Sustainability for publisher?

Preservation issues?

For user, accessibility? – Requires internet
and broadband access because most articles
are pdf (exception is Bioline International, First Monday, Ariadne,
Journal of Digital Information and handful of others who publish in html)
Self Archiving

Collect, describe, preserve, and provide
access to digital output on personal,
institutional, disciplinary repository

Cost is generally paid for by organization
maintaining repository
Issues with Self Archiving

Sustainability for organization

Copyright issues

Preservation issues

Take up by faculty / researchers
Federal Research Public Access
Act of 2006 (Cornyn-Lieberman)

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Publications from federally-funded research
must be deposited in agency repository;
Agency ensures the manuscript is preserved
in a stable, digital repository;
Free, online access to each taxpayer-funded
manuscript available no later than six months
after its publication in a peer-reviewed
journal.
Benefits of Open Access

Free and open access to research for all who have
ability to access it

Higher citation impact for open access articles

Pressure on commercial publishers for pricing

Forcing changes in the scholarly communication
lifecycle
Digital Preservation

Not just about back-ups and
storage

Technology, organization, and
resources

Looking forward towards
certification as a “Trusted
Digital Repository”

Only 42% of journal publishers
have established formal
arrangements for the long-term
preservation of their journals
Image from Cornell University Library
What is Digital Preservation
Management (DPM)?
Process that requires the use of the best
available technology as well as carefully
thought out administrative policies and
procedures.
Consists of:
Organizational
concerns
Technological development
Resource management
Building a “New” Library
Format Support
Less
Preservable
proprietary
supported by only one
software platform
has low use
More
Preservable
openly documented
supported by a range
of software platforms
TIFF
TIFF
is widely adopted
TIFF
lossy data
compression
contains embedded files
or programs/scripts
lossless data
compression
does not contain
embedded files,
programs, or scripts
TIFF
TIFF
Trusted Digital Repositories
RLG/NARA Digital Preservation Repository Certification Task Force
Audit Checklist
Objectives:
Produce certification requirements (for both self and external
assessment), delineate a process for certifications, and identify a
certifying body (or bodies) that can implement the process.
http://www.crl.edu/content.asp?l1=13&l2=58&l3=162&l4=91
Principles:
External to the digital archives (cannot consist solely of selfassessment)
− Managed/performed by recognized authorities
− Well-documented with comprehensive and explicit policies,
procedures, and practices
− Sustainable and monitorable over time
−
−
Replicable
Dissemination of Scholarship and
Research

Open to Google Scholar and other spiders

Provide harvesting through the Open
Archives Initiative Protocol for Metadata
Harvesting

Most hits to IRs come from the outside in
http://www.oaister.org/ - OAIster at the University of Michigan
Challenges to Establishing Digital
Repositories

Gathering content from faculty

Digital preservation

Metadata

Copyright issues

E-Science, digital art, and other data coming our
way…
Faculty reluctance

Deposit is out of their ordinary workflow

Concerns about copyright issues
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Want to keep research data private

Don’t see value in the digital repository
Copyright Issues

Deposit of pre-print and post-print materials
 83% of journal publishers require authors to transfer copyright in
their articles to the publisher
 Generally publishers do not allow deposit of the publisher pdf
copy
 Will authors want the penultimate copy deposited?

Resistance to open access

Generally digital repositories require non-exclusive dissemination
and preservation license

Sherpa/Romeo Publisher copyright policies:
http://www.sherpa.ac.uk/romeo.php?all=yes
4 Approaches to Building Content
1) Working directly with faculty and scholarly units
2) Identifying publications from faculty that are able to
be deposited
3) Inserting ourselves into the process of
disseminating grey literature such as technical
reports and working papers
4) Working directly with publishers
Metadata

Generally author-supplied

For full text objects, is minimal metadata
enough?

How much resources should be spent on
metadata enhancement?
Different types of data

Datasets (E-Science and other disciplines)
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Digital art
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Preservation issues
Complex objects

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Massive datasets with many types of supporting
documentation
Preserving relationships between pieces difficult
Many research questions!
Technical Infrastructure
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DSpace 1.4.1
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MIT Libraries & Hewlett-Packard
http://www.dspace.org
DSpace Community
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130+ sites, 45+ countries
Communicate via listservs, wiki, conferences
Advisory Board – 13 institutions
Technical Infrastructure
UIUC Services Integration
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CITES
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Bluestem / LDAP
NetFiles
Illinois Compass
UI Portal?
Library
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Online Catalog
Online Research Resources
Conclusions

What do you want to do and
what does your institution need?

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Better dissemination of local research?
Better management and organization of locally
produced materials?
Digital preservation?
Can you phase these in?
Who is going to be responsible?
Resources


IDEALS: http://www.ideals.uiuc.edu/
IDEALS About Pages:


http://ideals.uiuc.edu/about/aboutus.html
IDEALS Initiative Wiki:

https://www.ideals.uiuc.edu/wiki/
Sarah Shreeves, Coordinator sshreeve@uiuc.edu
Tim Donohue, Programmer tdonohue@uiuc.edu
Copyright Notice




Parts of this file is based on the work “Anatomy of a Crisis: Dysfunction in the Scholarly
Communications System” by Lee C. Van Orsdel, Dean of Libraries, Eastern Kentucky
University and “Trends in Scholarly Communications” by Richard Fyffe • Assistant
Dean for Scholarly Communication, University of Kansas Libraries
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